What are the responsibilities and job description for the Document Management Student Worker position at Oklahoma State University Foundation?
VISION: Transform the university through the power of generosity.
MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.
DEPARTMENT PURPOSE: The Records and Gift Management team contributes to the mission by collaboratively providing expertise in handling donations, maintaining accurate records and ensuring compliance with regulations essential for building and maintaining strong donor relationships and supporting all fundraising efforts.
PRIMARY PURPOSE: The Student Worker will support the Records and Gift Management teams by scanning, organizing, and indexing physical and digital documents. This role is essential in ensuring accurate and timely digitization of records to maintain compliance, improve accessibility, and support operational efficiency.
Key Areas Of Focus
Document Scanning & Records Processing (95%)
Job Competencies And Experience
Education & Certifications:
MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.
DEPARTMENT PURPOSE: The Records and Gift Management team contributes to the mission by collaboratively providing expertise in handling donations, maintaining accurate records and ensuring compliance with regulations essential for building and maintaining strong donor relationships and supporting all fundraising efforts.
PRIMARY PURPOSE: The Student Worker will support the Records and Gift Management teams by scanning, organizing, and indexing physical and digital documents. This role is essential in ensuring accurate and timely digitization of records to maintain compliance, improve accessibility, and support operational efficiency.
Key Areas Of Focus
Document Scanning & Records Processing (95%)
- Scan and digitize documents related to Records and Gift Management.
- Ensure scanned documents are clear, complete, and correctly grouped, which includes sorting, counting, and page separation.
- Properly dispose of scanned documents according to retention schedule.
- Follow written scanning procedures.
- Perform quality control checks on scanned documents.
- Maintain confidentiality and handle sensitive information with discretion.
Job Competencies And Experience
Education & Certifications:
- Graduation from a standard high school or approved equivalent.
- Current full-time enrollment at Oklahoma State University in a bachelor’s or graduate degree program.
- Proficiency in Windows and Microsoft Office 2010 is preferred.
- Excellent attention to detail, accuracy, and the ability to meet deadlines is required.
- Ability to collaborate with team members; provide energy and enthusiasm.
- Ability to follow procedure and execute processes.
- Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions.
- Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to Oklahoma State University.
- Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the foundation a more enjoyable place to work.
- Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions.
- Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty.
- Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks to continually improve.
- Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments.